supervisory organizations

Supervisory Organizations

Refer to “Supervisory Organization Updates” Job Aid

https://worksmart.iowa.gov/training/supervisory-organization-updates-hr

• Are the foundational organization structure in Workday.

• Define supervisory reporting relationships within a hierarchy.

• Employees are hired into positions within supervisory organizations.

• Drives who receives tasks in the routing of a business process.

Supervisory Organizations

Sup Orgs - HR Specialist Available Actions

● The Reorganization > Move Worker task is used to move a filled or vacant position from one supervisory org to another.

● The Roles > Assign Roles task can be used to assign/change the position assigned the Manager role for the sup org

○ The Manager is automatically updated when the employee is moved to a new supervisory organization.

● The name of the sup org can be changed via the Supervisory Organization > Edit Name/Code task

Sup Orgs - Actions Requiring HCM Core Team

Please contact the WorkSmart Help Desk (https://worksmartsupport.iowa.gov or 833-975-7678) if you need to:

• Make an empty Supervisory Organization inactive

• Create a new Supervisory Organization

• Split a Supervisory Organization into two

• Assign a Supervisory Organization under a different Supervisory Organization in the hierarchy

;Demo Supervisory Organization Structure & Processes

8

Position Management

Refer to “Create Position,” “Edit Position Restrictions,” and “Close Position” Job Aids



Recruiting To Hire Process

Create Job Requisition

Create Position

Workday

Offer/Ready for Hire

Post Job

NEOGOV

Candidate Review and Interview

● The recruiting process remains in NEOGOV. ● The Create Position, Hire, and Onboarding processes are

completed in Workday.● Simplified flow of the Recruiting to Hire process:

Hire Onboarding

Workday

• The Create Position BP is used to create a “seat” in a Sup Org and sets the framework for who can be hired, associating characteristics such as location, job profile, manager, etc. to a new position that did not previously exist.

• Before a regular, Executive Branch position can be created, the Position Description Questionnaire (PDQ) review process must still be completed and approved (this is done outside Workday) to determine proper job classification for a position.

• DAS will provide a “Pre-Final” PDQ, which will need to be attached to the Create Position BP.

Create Position Overview

• PDQs are for Executive Branch agencies only.

• The HR Specialist initiates this process. The HR Partner reviews and approves.

• When a position is created, it is auto-assigned a six-digit number. At this

point, the PDQ can be finalized since the position number is known.

• Once the position number is established, it will never change. This is a big

change from how position numbers worked in HRIS.

Create Position Overview (cont.)

Position Hiring Restrictions

• When a position is created, you must enter hiring restrictions.

• These restrictions set requirements about who can be hired into the position.

Location

Date position is available to use

First date a employee can be hired into the position

Primary building location

Type of employee; determines

benefits eligibility

Whether the position is full-

or part-time

Earliest Hire Date

Availability Date

1

Time TypeEmployee Type

Create Position BP Flow

Executive Branch

Judicial and Legislative Branch

Initiate Create Position

Change Organization Assignments

Approval by HR Partner

Approval by DAS

Classification

Approval by DOM Analyst

Initiate Create Position


Approval by HR Partner

Approval by Payroll

---------------------------------- Consolidated Approvals ---------------------------------------

------------------ Consolidated Approvals ------------------

Employee Type

– Board Member (e.g. 14000)

– CBC

– Fair Board

– Federal Employee

– OPR

• Type of employee assigned to a job or position

• Employee Type can be any one of the following from the list below:

– Regular

– Internship

– Seasonal

– Statutory

– Temporary

Job Details• When filling a “position” with an employee a job is created within a

supervisory organization.

• Job Details can be found on the employee profile and include information such as:

– Employee ID (EID)

– Organization

– Position / Job

– Business Title

– Job Profile (Code and Title)

– Employee Type

– FTE

– Location

– Annual Work Period

– Distribution Plan Period

– Hire Date

– Contact Info

• The Edit Position Restrictions BP is used to make administrative changes to the hiring restrictions and basic information of a position.○ Location Change○ Position Type Change (FT/PT)

• The Edit Position Restrictions BP is also used to reclassify positions○ PDQ Attachment required for Executive Branch regular positions

• Refer to the Edit Position Restrictions Job Aid for instructions.

Edit Position Restrictions

Edit Position Restrictions BP Flow

Initiate Edit Position

Restrictions


Approvals Initiate

Change Job (if filled)

Change Benefit Elections (if applicable)

Close a Position• Closing a position is a permanent transaction and is the equivalent of what it

meant to delete a position in HRIS. Position history is maintained, as the 6-digit position number will never be reused for a new position later.

• The Close Position BP is used when a position is no longer needed.

• The HR Specialist initiates these process. The HR Partner reviews and approves.

• Refer to the Close Position job aid for details on how to close a position.

Close Position BP Flow

Initiate Close Position Approvals


● The Change Organization Assignments for Worker BP used to update the funding source or merit status of a position for an employee.

● HR staff may also complete this as a subprocess of the Create Position, Edit Position Restrictions, Hire, and Change Job business processes to update the costing attributes of an employee based on the staffing changes.

● The HR Specialist initiates this process. The Position Costing Partnerand DAS Classification review and approve.

● Refer to the Change Organization Assignments job aid for details on how to complete the tasks.

Change Organization Assignments for Worker

18

Job Requisition Business Process

Refer to “Create Job Requisition” Job Aid

• The Create Job Requisition BP has two purposes:

○ Allows for a finance/accounting review of the position’s costing allocation.

○ Replaces the agency director/designee approval previously done in NEOGOV.

• After the job requisition is created in Workday, the position can be posted

in NEOGOV to be filled.

• Refer to the Create Job Requisition Job Aid for the steps on how to complete

create a job requisition.

• At the conclusion of the BP, a “To-Do” reminder is sent to the Position Costing

Partner to review/assign costing allocations on the position associated with the

requisition.

Create Job Requisition Overview

Create Job Requisition BP FlowCreate

Position (if applicable)

OnboardingReview Security Assignments


Initiate Job Requisition

(HR Specialist)

Review Org Assignments

(Position Costing Partner)

Review/Approval (Designated

Agency Approver)

To-Do for Costing Allocations

(Position Costing Partner)

;Demo Create Job Requisition Business Process

18

Costing Allocations Business Process

• In the HRIS system, Payroll Costing Allocations are known as Pay Distributions. M-5 documents were processed to update Pay Distributions for a Position.

• To update the costing settings in Workday, HR staff will use a task called Assign Costing Allocation to assign FDM (Financial) values for charging costs in I/3

• It is important to note that although Default Organization Assignments will need to be maintained for HCM and Reporting purposes, Costing Allocations will be the source of Accounting data when Payroll costs are charged to the Department.

• Costing Allocation settings will be required on all Positions and for SLIP retirees.

Payroll Costing Allocation Overview

• All Positions (both Filled and Unfilled) will have Costing Allocations in place. For many positions whose payroll costs are not re-distributed, the position Costing Allocations will need to be set to 100%. Additionally, the FDM settings will likely match to the Default Organization Assignment settings.

• SLIP retirees will have ‘Worker’ Costing Allocations set up, with a few exceptions

• In the legacy HRIS system, there was a limit of 4 Pay Distributions for a Position. In Workday, there is no limit to the number of Costing Allocation lines that can be used to allocate Payroll costs.

• Note: Effective Start and End dates on Costing Allocations is important. If costs need to be changed for a Pay period, enter an End date on the existing allocation. Then enter the applicable new PP Start date.

Payroll Costing Allocation Overview (cont.)

Payroll Costing Allocation Overview (cont.)NEW: When a Worker is terminated, the employee is removed from their Position. If Costing Allocations need to be imposed, then ‘Worker’ Costing Allocations will need to be set up so that the Employee’s Final paycheck costs are split.

NEW: Job Requisition BP updates 11/01/21: A Costing Allocation ‘To Do’ notice is triggered during the Job Requisition process. This is a reminder for Position Costing Partners to make sure that Costing Allocations for all Positions (both Filled and Unfilled) are a) In place, and b) FDM values are set up correctly.

Payroll Costing Allocation Overview (cont.)SLIP Retirees and Terminated Workers with a Final paycheck: Maintain Costing Allocations via the Worker Costing section, using the Worker field:

Active Employees in a Position: Maintain Costing Allocations via the Position Restrictions Costing section, using Position Restrictions field.

The next page shown will show the Costing Allocations that are currently in place. To change the existing Costing Allocations, start the Assign Costing Allocations task:

• Enter an End Date on the existing Costing Allocation setup.

• Then enter a Start Date for the next day on a new Costing Allocation.

• This process ensures that the ‘history’ for all Costing Allocation Changes is retained for that Position.

• This history is important for historical review by Finance Managers and the Centralized Payroll team.


I/3 Organizational String and I/3 Costing String

Reports to review Costing and Org Assignment details

supervisory organizations

Documents